Office Administrator

Office Administrator



The Office Administrator handles reception coverage, including managing multiple phone lines, checking in visitors and maintaining a professional company image.  The position maintains an efficient smooth running office and provides administrative support for the corporate offices.

Essential Functions

  • Demonstrate an unwavering commitment to the Index Fresh values
  • Assists with all mail functions, including mail pick up, mail distribution, outgoing mail, and preparing and scheduling pick up of outgoing FedEx packages.
  • Set-up conference rooms including audio/visual equipment, furniture configuration, and refreshments as needed.
  • Coordinates with building management on recycling and problem resolution for any issues that arise.
  • Arrange for parking, badges and keys.
  • Assist in office management and organizational procedures.
  • Maintain files and records up to date and easily accessible, including archiving at year end and setting up physical/electronic files for the new year.
  • Create, revise, issue and control forms and procedures and manage on the share drive.
  • Manage all aspects of office and kitchen supplies, including ordering, inventory and stocking.
  • Coordinate the maintenance of office equipment, including copiers, fax machine, etc.
  • Set-up office/workstation for new employees, including stocking with supplies; orients new employees to the office and provides tools and resources.
  • Runs and uploads daily reports to include Bin Count report and AMRIC/AVIS report.
  • Perform basic bookkeeping tasks: Issuance of invoices and checks, sorting, coding and matching of invoices/receipts, maintains bill of lading and invoice files, AR imports (scans, stamps, sorts, files), files outgoing checks and wires.
  • Assist with data entry, shared file accounts, and spreadsheet compilation
  • Perform filing, copying and scanning of office documents as needed.
  • Maintains Certificates of Insurance up to date and organized.
  • Provides project assistance to all departments.
  • Provide back-up to Executive Assistant as needed.
  • Perform other miscellaneous related duties as required or assigned.

Position Requirements

  • High School Diploma or GED equivalent
  • 2-3 years front office / office service experience
  • Attention to detail with emphasis on accuracy and quality.
  • Ability to prioritize work to balance multiple projects and deadlines.
  • Exceptional customer service skills.
  • Ability to problem solve issues related to office services.
  • Discretion in dealing with confidential data.
  • Hands-on-experience with various office equipment and procedures
  • Excellent verbal and written communication skills.
  • Strong knowledge of MS Office (Word, Power Point, Excel)

Please click here to submit your resume.